UW Invoicing

Create a Draft Allied8 Invoice

NOTE: This draft will likely be deleted before it is finalized. Use this draft to see Allied8's total time per person and per task.

1. As consultant invoices arrive, enter these into Harvest as Expenses, note in the comments "Subconsultant Time: "consultant name", "month" time.
2. Once all consultant invoices have been received and entered into Harvest, delete the draft invoice and recreate it. This time the consultant expenses will show up. Add an 8% mark-up to each consultant invoice.

Create Summary Billing Info Sheet

1. Go to the previous month's Invoice file (L:\17.012 UW HSC B170 - Public\Administration\Invoices) and locate the final "Invoice Package" file.
2. Resave with the current month's date. You will use the numbers from the previous month to calculate the "Previous Fee Billing" fields.
3. Add the Allied8 Basic Services fees, along with sub-consultants time + 8% mark-up to populate the Current Fee Billing field.
4. Do this per Project Phase, as necessary.
5. For each of the Add'l Services, populate the fields: For A8 people this means entering hours and rates. For subconsultants, enter the total invoice amount, then show the mark-up in the Add Mark-Up field.
6. Update the Billing limits, as necessary to show Current, Prior, and to Date Billing for each Add'l Service.
7. The Total at the bottom of the sheet should match the Allied8 Invoice.
8. Save

Create UW Invoice Packet

1. Instruction Tab: nothing to do here

2. Invoice Tab:

• Update the "Invoice Date"
• Update the "Invoice Number" to the next chronological #.
• Sign & Date the Invoice Voucher when all is finished.
• The rest of the sheet updates automatically.

3. AE Invoice Attach Sheet:

• Using the information from the Summary Billing Info Sheet, update the fields in this tab so the Total This Invoice Number matches the A8 Invoice
• Note: if changes have been made to the Authorized Amounts for any Add'l services, update these fields and make sure the Amount Remaining also updates.
• Add new Add'l Services, as needed.

4. Minority and Women Sheet - this one's a little tricky

• We need to separately track money paid to consultants for basic services, vs. add services. This is why some subconsultants are listed twice
• If a new subconsultant joins the team, and they qualify as a SBE or DBE, they should be added to this list.
• Calculate the appropriate amounts to populate the fields.
• Sign and Date this form.

Annotate the Consultant Invoices

1. On each sub-consultant invoice, mark-up to note which Add'l Service(s) the include
2. Scan the sub-consultant invoices

Compile the Package

1. Convert the Summary Billing Info Sheet and the Invoice Packet to PDFs (include all sheets)
2. Attache marked-up subconsultant invoices
3. Make sure the Invoice Packet is signed in two places (Invoice Tab and Minority & Women Tab)
4. Email to UW Project Manager
5. Put in A8 Outbound folder in UW Project File